Sr. Administrative Assistant

Northwest Engineering Service, Inc. is the leading provider of Testing, Adjusting, and Balancing Services of mechanical systems and Whole Building Commissioning in the Pacific Northwest. Founded in 1958, NWESI continues to have a reputation for providing quality work and for our professional assessments. We are looking to add a talented Commissioning Services Division (CxSD) Administrator to our Boise, ID office location. The CxSD Administrator will be responsible for providing administrative support to division leadership and ensuring efficient operation in the office. This role is crucial in coordinating administrative tasks, managing communications, and assisting with project management to support divisional goals. At NWESI, we are proud to be employee-owned. As part of joining our team, this role will be eligible for participation in the Employee Stock Ownership Plan.KEY RESPONSIBILITIES:Manage the administrative aspect of quoting, job setup, and accounts receivable for the Commissioning Services DivisionSupports leadership administratively for office; schedule meetings, coordinate travel, assist with onboarding and offboarding tasks, plans social and business functions.Gather and maintain key business documents in electronic archives for the division.Maintain adequate inventory of office, kitchen, and other supplies.Shows enthusiasm and passion for NWESI in greeting visitors to a professional lobby area.Manage incoming calls and filters to technical or business development staffWork closely with all levels of administrative and technical staff to assist as needed with word processing, data entry, filing, copying, low-level technology issues, and database managementWorks directly with IT and has some level of involvement in most IT-related itemsFunction as the main point of contact for location-related vendors (alarms, supplies, and equipment)Work with technical team members to maintain proper inventory and function as the main point of contact for all regional-specific equipment; place orders as directed by Commissioning Services Division ManagerDetermining and placing office safety supply orders for regional officeWork with Executive and IT teams during periods of inclement weather, alarm, or technology-related incidents to ensure the office is secure and personnel stay informedAssist and/or arrange training, classes, or webinars for other employeesManage or maintain the company’s sustainability practicesWorks with accounts payable for regional vendorsEnsure all reports meet professional standards for writing and consistency, and (with guidelines from the Business Development Group), company branding requirementsRequesting insurance certificates for all Commissioning projects and clientsWaivers, releases, and notarizes documentsOther duties as assigned.SKILLS & ABILITIES:Strong interpersonal skills; ability to interact professionally with diverse personalitiesProblem-solving abilities and adaptability to changing needs and situationsAttention to detail and accuracy in all tasksREQUIREMENTS:Associate’s or Bachelor's degree in Business Administration or related field preferred5+ years of administrative experience, ideally supporting senior managementStrong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Excellent verbal and written communication skillsStrong organizational skills with the ability to multitask and prioritizeAbility to handle sensitive information and discretion to maintain confidentialityFamiliarity with the Smartsheet software preferredFamiliarity with the Ajera software preferredPOST-OFFER, PRE-EMPLOYMENT REQUIREMENTSAbility to pass pre-employment and ongoing background checks and drug screensValid Driver's License with a good recordBENEFITS PACKAGEMedical, dental, vision coverage, with a $450 Cafe Contribution provided by the CompanyCompany-paid life and disability insuranceFlexible Spending Account and Dependent Care Reimbursement AccountReimbursement for educational and credentialing expenses related to professional development, and defined pay raises or bonuses related to certifications31 paid days off (including holidays and PTO)Profit sharing program and 401(k)Employee Stock Ownership Plan with a minimum 3% annual company contribution to employees